Administrative​ ​Procedure​ ​358

DISTRICT​ ​AND​ ​PERSONAL​ ​PROPERTY REPLACEMENT/RESTITUTION Background The​ ​district​ ​expects​ ​employees​ ​(including​ ​contracted​ ​service​ ​providers​ ​and​ ​agents​ ​of​ ​the district),​ ​visitors,​ ​volunteers,​ ​and​ ​students​ ​to​ ​exercise​ ​care​ ​and​ ​attention​ ​in​ ​safeguarding​​ ​both district​ ​and​ ​personal​ ​property​ ​at​ ​all​ ​times​ ​while​ ​on​ ​district​ ​property​ ​or​ ​while​ ​participating​ ​in district-sanctioned​ ​activities. The​ ​district​ ​accepts​ ​no​ ​responsibility​ ​for​ ​the​ ​replacement​ ​or​ ​repair​ ​of​ ​damaged,​ ​lost​ ​or​ ​stolen personal​ ​property​ ​of​ ​employees,​ ​visitors,​ ​volunteers,​ ​and/or​ ​students​ ​while​ ​on​ ​district​ ​property​ ​or while​ ​participating​ ​in​ ​district-sanctioned​ ​activities. Procedures 1. The​ ​chief​ ​superintendent​ ​delegates​ ​to​ ​the​ ​secretary-treasurer​ ​responsibility​ ​for​ ​the​ ​decisions regarding​ ​risk​ ​management​ ​and​ ​insurance-related​ ​matters. 2. Every​ ​employee,​ ​student,​ ​visitor​ ​and​ ​volunteer​ ​is​ ​responsible​ ​for​ ​using​ ​reasonable​ ​care​ ​to prevent​ ​abuse,​ ​unreasonable​ ​wear​ ​and​ ​tear,​ ​or​ ​loss​ ​of​ ​district​ ​property,​ ​which​ ​they​ ​use​ ​or​ ​is entrusted​ ​to​ ​their​ ​care.​ ​All​ ​school​ ​and​ ​department​ ​property​ ​is​ ​considered​ ​to​ ​be​ ​district property. 3. Every​ ​employee,​ ​student,​ ​visitor​ ​and​ ​volunteer​ ​is​ ​also​ ​responsible​ ​for​ ​using​ ​reasonable​ ​care to​ ​prevent​ ​abuse,​ ​or​ ​loss​ ​of​ ​personal​ ​property​ ​while​ ​on​ ​district​ ​premises​ ​or​ ​while participating​ ​in​ ​district-sanctioned​ ​activities. 4. Damage,​ ​theft,​ ​or​ ​suspected​ ​loss​ ​of​ ​district​ ​property​ ​(including​ ​cash)​ ​shall​ ​be​ ​reported expeditiously​ ​by​ ​the​ ​principal​ ​or​ ​non-school​ ​based​ ​department​ ​head​ ​to​ ​the​ ​manager, business​ ​services​ ​in​ ​accordance​ ​with​ ​the​ ​“Reporting​ ​Procedures”​ ​guidelines​ ​outlined​ ​in​ ​the Risk​ ​Management​ ​manual.​ ​The​ ​manager,​ ​business​ ​services​ ​shall​ ​evaluate​ ​reports​ ​to​ ​assess the​ ​potential​ ​for​ ​an​ ​insurance​ ​claim​ ​and​ ​to​ ​determine​ ​whether​ ​the​ ​district​ ​will​ ​consider replacing​ ​the​ ​item.​ ​In​ ​all​ ​cases​ ​where​ ​there​ ​is​ ​a​ ​theft​ ​or​ ​mysterious​ ​disappearance,​ ​the appropriate​ ​police​ ​authority​ ​shall​ ​be​ ​notified​ ​and​ ​a​ ​police​ ​report​ ​obtained. 5. All​ ​district​ ​employees​ ​are​ ​accountable​ ​for​ ​all​ ​property​ ​that​ ​is​ ​entrusted​ ​to​ ​their​ ​care, regardless​ ​of​ ​the​ ​value​ ​(e.g.,​ ​library​ ​books,​ ​instructional​ ​supplies,​ ​shop​ ​equipment,​ ​laptop computers,​ ​vehicles,​ ​etc.).​ ​Schools,​ ​departments​ ​and​ ​individual​ ​employees​ ​will​ ​be​ ​held responsible​ ​for​ ​losses​ ​where​ ​it​ ​is​ ​evident​ ​that​ ​proper​ ​care​ ​and​ ​attention​ ​to​ ​security requirements​ ​was​ ​not​ ​demonstrated.​ ​Employees,​ ​volunteers​ ​and​ ​students​ ​may​ ​be​ ​held personally​ ​responsible​ ​if​ ​due​ ​care,​ ​in​ ​the​ ​estimation​ ​of​ ​the​ ​secretary-treasurer,​ ​or​ ​designate, was​ ​not​ ​taken. Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​1​ ​of​ ​2

6. Where​ ​damage​ ​or​ ​loss​ ​of​ ​district​ ​equipment​ ​(laptops,​ ​etc.)​ ​when​ ​entrusted​ ​to​ ​an​ ​employee for​ ​their​ ​individual​ ​use​ ​for​ ​district​ ​purposes​ ​occurs​ ​off​ ​district​ ​property,​ ​the​ ​district​ ​expects that​ ​any​ ​claim​ ​for​ ​theft​ ​or​ ​damages​ ​shall​ ​be​ ​made​ ​first​ ​against​ ​the​ ​individual’s​ ​home​ ​or​ ​auto insurance​ ​policies,​ ​such​ ​that​ ​the​ ​district​ ​does​ ​not​ ​incur​ ​a​ ​cost.​ ​Employees​ ​are​ ​expected​ ​to confirm​ ​with​ ​their​ ​insurance​ ​agent​ ​that​ ​their​ ​home​ ​and​ ​automobile​ ​insurance​ ​policies​ ​cover district​ ​property​ ​assigned​ ​to​ ​them​ ​when​ ​damaged​ ​or​ ​stolen​ ​while​ ​not​ ​on​ ​district​ ​premises​. 7. The​ ​district​ ​recognizes​ ​employees,​ ​students,​ ​visitors​ ​and​ ​volunteers​ ​bring​ ​some​ ​items​ ​of​ ​a personal​ ​nature​ ​to​ ​district​ ​premises​ ​or​ ​while​ ​participating​ ​in​ ​district-sanctioned​ ​activities.​ ​The district,​ ​however,​ ​does​ ​not​ ​expect​ ​employees​ ​to​ ​use​ ​personal​ ​property​ ​to​ ​fulfil​ ​their​ ​job responsibilities​ ​and,​ ​therefore,​ ​does​ ​not​ ​accept​ ​any​ ​responsibility​ ​for​ ​the​ ​theft,​ ​loss​ ​or damage​ ​of​ ​employees’​ ​personal​ ​property​ ​while​ ​on​ ​district​ ​premises​ ​or​ ​while​ ​participating​ ​in district-sanctioned​ ​activities.​ ​Employees​ ​are​ ​expected​ ​to​ ​confirm​ ​with​ ​their​ ​insurance​ ​agent that​ ​their​ ​home​ ​and​ ​auto​ ​insurance​ ​policy​ ​covers​ ​personal​ ​property​ ​taken​ ​to​ ​work​ ​prior​ ​to bringing​ ​the​ ​property​ ​to​ ​the​ ​district​ ​worksite.​​ ​Employees​ ​authorized​ ​to​ ​use​ ​personal​ ​vehicles for​ ​work-related​ ​use,​ ​also​ ​to​ ​ensure​ ​their​ ​automobile​ ​insurance​ ​policy​ ​provides​ ​coverage​ ​for these​ ​circumstances.​ ​ ​The​ ​district​ ​does​ ​not​ ​accept​ ​any​ ​responsibility​ ​for​ ​the​ ​theft,​ ​loss​ ​or damage​ ​of​ ​the​ ​personal​ ​property​ ​of​ ​employees,​ ​students,​ ​visitors​ ​or​ ​volunteers. 8. Principals​ ​or​ ​non-school​ ​based​ ​department​ ​heads​ ​shall​ ​not​ ​accept​ ​responsibility​ ​for,​ ​or approve​ ​the​ ​use​ ​of,​ ​any​ ​individual’s​ ​personal​ ​property​ ​or​ ​equipment​ ​to​ ​carry​ ​out district-sanctioned​ ​activities.​ ​Only​ ​the​ ​secretary-treasurer​ ​may​ ​approve​ ​the​ ​use​ ​of​ ​personal property​ ​or​ ​equipment​ ​to​ ​carry​ ​out​ ​district-sanctioned​ ​activities​ ​if​ ​circumstances​ ​warrant. 9. Under​ ​extraordinary​ ​situations,​ ​such​ ​as​ ​hardship​ ​or​ ​unforeseeable​ ​circumstances,​ ​the secretary-treasurer​ ​may​ ​consider​ ​reimbursement​ ​of​ ​the​ ​cost​ ​of​ ​the​ ​individual’s​ ​(employee, student,​ ​visitor​ ​or​ ​volunteer)​ ​insurance​ ​deductible​ ​for​ ​a​ ​loss​ ​of​ ​district​ ​or​ ​personal​ ​property, or​ ​for​ ​replacement​ ​or​ ​reimbursement​ ​by​ ​the​ ​district​ ​when​ ​the​ ​normal​ ​expectation​ ​would​ ​be that​ ​the​ ​individual​ ​claim​ ​on​ ​their​ ​personal​ ​insurance​ ​for​ ​the​ ​loss.​ ​In​ ​such​ ​cases,​ ​a recommendation​ ​by​ ​the​ ​respective​ ​superintendent​ ​will​ ​be​ ​necessary​ ​prior​ ​to​ ​consideration by​ ​the​ ​secretary-treasurer. Approval​ ​Date:

April​ ​12,​ ​2016

Reference:

School​ ​Act,​ ​Section​ ​12,​ ​16,​ ​16.2,​ ​20,​ ​60,​ ​61,​ ​113,​ ​116 Risk​ ​Management​ ​Manual

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​2​ ​of​ ​2

district and personal property replacement/restitution Accounts

Apr 12, 2016 - Where damage or loss of district equipment (laptops, etc.) ... or equipment to carry out district-sanctioned activities if circumstances warrant. 9.
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